Facilities Financial Operations Coordinator - Facilities Management

TITLE

FMC Financial Operations Coordinator

JOB SUMMARY

The Financial Operations Coordinator supports the department's daily financial, purchasing, and administrative activities, ensuring all transactions comply with Texas Woman's University (TWU) policies and state regulations. Responsibilities include processing routine financial transactions, maintaining accurate records, monitoring expenditures, and compiling data for budget reports for Facilities Management & Construction (FMC) leadership. The position also generates and reviews budget summary reports to assist FMC departments with projections and planning. Additional duties include preparing specifications for goods and services, creating purchase requisitions, and performing receipt and billing functions as needed. The coordinator ensures accurate and timely costing and account assignments for departmental personnel and budget activities. Work is performed under general supervision, and performance is evaluated based on completed assignments and results, in accordance with University Policies & Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Assistant Director, Facilities Business Services

Supervises: No supervisory responsibilities

ESSENTIAL DUTIES - May include, but not limited to the following:

• Prepare, process, and route financial transactions-including POs, vouchers, travel reimbursements, transfers, deposits, and P-Card transactions for monthly reconciliation.

• Review documentation for accuracy, completeness, and compliance with TWU, State of Texas, and federal regulations prior to submission.

• Monitor the status of submitted transactions and coordinate follow-up with central offices such as Procurement, Accounts Payable, Travel, Budget, and Payroll.

• Track expenditures, encumbrances, and budget commitments using spreadsheets and ERP reporting tools; identify unusual activity or potential budget concerns and escalate as appropriate.

• Run routine financial reports from the university's ERP system (e.g., Oracle) to support financial monitoring and reconciliation.

• Maintain accurate and well-organized financial records-both electronic and physical-in accordance with state retention schedules and audit requirements.

• Support internal and external audit processes by gathering, organizing, and providing required financial documentation.

• Assist with monthly and year-end closeout activities, ensuring timely completion of financial tasks.

• Serve as a primary point of contact for financial inquiries, providing guidance to FMC team members on financial procedures, allowable expenses, and required forms.

• Communicate effectively with campus partners and provide excellent customer service regarding financial policies, workflow routing, and transaction status.

• Perform general administrative support duties related to financial operations, including scheduling, communications, and document preparation.

• Participate in training offered by Finance & Administration, Procurement, Budget, or other internal departments.

• Follow internal controls and escalate potential issues or compliance concerns to the supervisor.

ADDITIONAL DUTIES

• Assist with procurement activities, including gathering quotes, preparing bidding or contract documentation, vendor setup, and ensuring purchases adhere to TWU Procurement guidelines.

• Assists department with special events, assignments, and projects.

• Supports process improvement initiatives within the department.

• Performs other duties as assigned.

EDUCATION

Bachelor's degree in Business, Accounting, Finance, Public Administration, or a related field; or equivalent combination of education and experience.

EXPERIENCE

1-3 years of experience in financial operations, purchasing, administrative support, or related work. Experience working in a state or university environment preferred.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Knowledge of accounting principles, financial operations, budgeting processes, and fiscal planning techniques.
• Knowledge of institutional financial policies, compliance requirements, and best practices in financial administration.
• Knowledge of Windows, MS Office Suite, database systems, financial management software, and related business applications.
• Skill in written, verbal, and interpersonal communication, including the ability to convey financial information clearly and professionally to diverse stakeholders.
• Skill in performing, reviewing, and verifying financial and mathematical calculations with a high degree of accuracy.
• Strong organizational and time-management skills, including the ability to prioritize work, manage multiple transactions or projects simultaneously, and meet established deadlines.
• Ability to demonstrate strong attention to detail in financial documentation, data entry, reconciliation, and record keeping.
• Skill in identifying issues, analyzing information, and recommending solutions to support financial operations and process improvements.
• Ability to learn and effectively use financial systems, database tools, spreadsheets, and reporting software, and to train others in their use.
• Ability to interpret, apply, and communicate financial policies, procedures, and guidelines clearly and effectively.
• Ability to establish and maintain effective working relationships with faculty, staff, students, vendors, and external partners.
• Ability to represent the department and university in a professional, courteous, and service-oriented manner.
• Ability to work independently, exercise sound judgment, maintain confidentiality, and comply with applicable state and federal regulations.
• Ability to demonstrate a commitment to providing high-quality customer service and supporting the mission and values of the university.

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment.

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

Texas Woman's University, an AA/EEO employer, provides equal opportunity to all employees and applicants for employment and prohibits discrimination on the basis of race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or any other legally protected category, class or characteristic.

All offers of employment will be contingent on the candidate's ability to provide documents which establish proof of identity and eligibility to work in the United States. Positions at Texas Woman's University deemed security-sensitive require background checks and verification of all academic credentials.

If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government. For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov.